TABLE OF CONTENTS


Licenses and License types

To be able to use InRule Process Automation, a user needs to have a license. There are two different license types:

  • User - Allowed to use all functions in Process Automation
  • Viewer - Allowed to view process models and initiate process instances as a known user


A Contract can contain only User licenses or a combination of User and Viewer licenses. The number of licenses in a contract regulates how many user accounts can be enabled at the same time. Disabled user accounts do not consume licenses. 


To navigate to Contract Management settings for users do the following:

  1. Click on your name and select Manage Contract in the expanded window.---------------------------------------------------------------  
  2. Choose the Users tab in the left panel menu.-------------------------------------------------------------  -------------------------------------------------------------   


Add users to your contract 

You can add users in the Contract Management, either by inviting users or by adding them manually. 

Manually adding users gives the administrator full control over the process for a new account, while the invite feature is good for adding existing Process Automation users to a contract.


Note: A user who already exists in Process Automation cannot be added to a contract. The user can still be added to a space within the contract. Read more about adding a user to a space. Check the disabled users before adding a new user. 



How to invite users to a contract

  1. Go to the Manage Contract Settings
  2. Click on Add user and choose Invite users
  3. Write or paste the email addresses of the users you want to add and write an invitation message and select Next
  4. Choose which License type and Language the user should have
  5. Optional: Choose the space you want to add the user to. (You can add a user to multiple Spaces) 
  6. Optional: Choose what groups within the Space the user should be a member of and give the user permission to functionality by ticking the check-boxes
  7. Click the Add button. An invitation will automatically be sent to the added users with further instructions. The user will be able to start working in Process Studio as soon as they activate their account

How to add a user manually

  1. Click on Add user and choose Add a new user
  2. Add the details of the user you want to add
    Note: Field "Identityproviders UserId" is only shown if the contract is using Single Sign On (SSO)
  3. Select whether Process Automation should generate a password or if a manually set password should be used and select Next
    NoteIf you choose to generate the password, you must let Process Automation send an automatic notification to the added user with the generated password

  4. Choose which License type and Language the user should have
  5. Optional: Choose the space you want to add the user to. (You can add a user to multiple Spaces) 
  6. Optional: Choose what groups within the Space the user should be a member of and give the user permission to functionality by ticking the check-boxes and click on Next


  7. If the password is set manually the notification is optional, not sending it automatically gives the administrator the possibility to distribute the account via any method.
  8. Optional: Edit the message that will be sent to the invited user, and click on Next


  9. Check the email address and click on Add if everything is correct.


View users included in Contract

All users that are included in a Contract are listed in the Contract Management functionality under Users


  1. Navigate to the Contract Management functionality.
    ---------------------------------------------------------------  
  2. Choose Users in the left panel menu.-------------------------------------------------------------  -------------------------------------------------------------   

All users listed when the All users filter is chosen are Enabled accounts and consume licenses.



Edit users in your contract

If you need to edit a user account:

  1. Navigate to the Contract Management functionality 



 

   

      2. Choose User in the left panel menu. 


   

      3. Choose a user account and in the Actions column select Edit user.



            4. Make desired changes in the User details


Note: Field "Identityproviders UserId" is only shown if the contract is using Single Sign On (SSO)


5. Make desired changes in the Advanced settings


Disable and Delete users in the Contract


Here is how to Disable a user account if you want to prevent a user from being able to log in to Process Studio. 


Note: Before you disable a user, make sure that another user or group is assigned to the user's tasks. If this is not done and the user is the only assigned performer of  the task, you will have to reassign the task before the process can continue. To make sure all of a user's tasks are reassigned, use the replace user function before disabling a user. 


  1. Navigate to the Contract Management functionality  

  1. Choose Users in the menu on the left-hand side 



  1. Choose the user account you wish to disable and under the Actions column, select Disable user.



Disabled user account does not consume a license but is still connected to the contract. You can find all of the Disabled user accounts by applying the filter Disabled.  


If you choose to re-enable a disabled user, the user will have the same user rights they had before.  


Note: It is best practice to always disable users first instead of directly deleting them. See Delete Users below.


Delete a user from a Contract (use with caution)

When you delete a user from the contract the user will be completely removed from Process Studio and cannot be reactivated.


If a deleted user was the sole owner of a process or a list, nobody can access that process or list after the user has been deleted. So,  make sure the users processes and lists are shared with a group that has full access before you delete a user.